HomeMy WebLinkAboutContract 52679-R2 CSC No.52679-R2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
November 8, 2021
immixTechnology, Inc.
Attn: Legal Department
8444 Westpark Drive, Suite 200
McLean,VA 22102
Re: Contract Renewal Notice
Contract No. CSC No. 52679 (the "Contract")
Renewal Term No. 2: January 1, 2022 through December 31, 2022
The above referenced Contract with the City of Fort Worth expires on December 31, 2021
(the "Expiration Date"). Pursuant to the Contract, contract renewals are at the sole option of the
City. This letter is to inform you that the City is exercising its right to renew the Contract for an
additional one (1) year period, which will begin immediately after the Expiration Date. All other
terms and conditions of the Contract remain unchanged. Please return this signed
acknowledgement letter, along with a copy of your quote for charges for the new renewal
term,and current insurance certificate,to the address set forth below,acknowledging receipt
of the Contract Renewal Notice. Failure to provide a signed acknowledgment does not affect
the renewal.
To ensure that your company information is correct and up-to-date,please log onto PeopleSoft
Purchasing at hiips://www.fortworthtexas.gov/departinents/finance/Turchasing,
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Sincerely,
Kathy Agee-Dow
Sr. Contract Compliance Specialist
Kathryn.Agee-Dow2fortworthtexas.gov
(817) 392-8461
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
Contract Renewal Page 1 of 2
CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
of this contract,including ensuring all
By: Valerie Washington(Dec 1,202114:26 CST) performance and reporting requirements.
Name: Valerie Washington
Title: Assistant City Manager
Dec 1,2021 Steven Vandever(Nov 30,202115:23 CST)
By:
Name: Steven Vandever
APPROVAL RECOMMENDED: Title: Sr. IT Solutions Manager
APPROVED AS TO FORM AND LEGALITY:
By. -�Name: Kevin Gunn
Title: Director,IT Solutions By:
�daon�n�� Name: Taylor Paris
ATTEST: pa�►��°�oRrk�a�0 Title: Assistant City Attorney
jj�o o� CONTRACT AUTHORIZATION:
v o _ M&C: 21-0732
By. P��*°°°°°°°°°°°°°°��d Date Approved: 9/28/2021
Name: Ron Gonzales �a�nEXAsoap
Title: Acting City Secretary
immixTechnology,Inc.
By: ,eay
Name: Meg an Cohen
Title: Sales Manager
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
Contract Renewal Page 2 of 2
9/29/21,4:24 PM M&C Review
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA FORT'WORT111
DATE: 9/28/2021 REFERENCE **M&C 21- LOG NAME: 13P IMMIXTECHNOLOGY UKG
NO.: 0732 SOFTWARE MG
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT. (ALL) Authorize an Amendment to the Purchase Agreement with ImmixTechnology Inc.
Using Cooperative Contract DIR-TSO-4315 To Both Purchase and Implement UKG
Software Workforce Dimensions and to Consolidate UKG Software Telestaff Enterprises
for an Amount of $740,326.40 and with the Annual Licensing and Maintenance Cost of
$490,284.60, and the Right to Renew for Two Years for the Same Annual Amount, for a
Public Safety Payroll Solution for the Police and Fire Department
RECOMMENDATION:
It is recommended that the City Council authorize an amendment to the purchase agreement with
ImmixTechnology Inc. using cooperative contract DIR-TSO-4315 to both purchase and implement
UKG software Workforce Dimensions and to consolidate UKG software Telestaff Enterprises for an
amount of $740,326.40 and with the annual licensing and maintenance cost of $490,284.60, and the
right to renew for two years for the same annual amount, for the Police and Fire Department
DISCUSSION:
The purpose of this Mayor and Council Communication (M&C) is to approve the technology elements
of a proposed public safety payroll solution.
On August 3, 2021, Informal Report (IR) 21-10625 was presented to City Council regarding the
challenges of an accurate payroll for Police and Fire due to a variety of reasons. On September 28,
2021, the City Council received an informal report outlining the City's Payroll Taskforce (PTF)
recommendation to address payroll challenges for both the Police and Fire Department personnel
along with a recommended software solution. After conducting an informal Request for Information to
identify a payroll system solution, staff determined that the UKG (Ultimate Kronos Group) Workforce
Dimensions System, working in conjunction with UKG's Telestaff Enterprise (scheduling software
currently used by Police and Fire), will provide the solution needed to ensure accurate payroll.
UKG's Workforce Dimensions Systems was determined to be the best solution since Police and Fire
already use UKG's TeleStaff Enterprise as their scheduling software. The Fire Department began
using UKG's Telestaff Enterprises as a scheduling software in the early 2000s using Omnia
Cooperative Contract 18220, with a yearly license fee proposed for Fiscal Year (FY) 22 of
$50,214.79. The Police Department began using Telestaff Enterprise in 2019, (M&C P-12339). The
annual ongoing license cost of$68,868.52 increases between five to seven percent a year.
ImmixTechnology is able to provide UKG's Telestaff Enterprise and UKG's Workforce Dimensions
through Cooperative Contract DIR-TSO-4315
Staff recommends amending the current agreement with ImmixTechnology to purchase UKG's
Workforce Dimensions for Police and Fire and to consolidate Police's and Fire's Telestaff licenses
under one agreement. UKG Telestaff and Workforce Dimensions solutions will manage resource
scheduling and complex payroll related calculations for the departments and provide the resulting
information to the Enterprise Resource Planning system (ERP) to generate accurate payroll
information.
The implementation cost and annual licensing costs are as follows:
Software Program Implementation Cost Ongoing Annual Cost
UKG's Workforce Dimensions $558,640.40 $365,478.60
Consolidated UKG's Telestaff Enterprise $181,686.00 $124,806.00
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9/29/21,4:24 PM M&C Review
Totall $740,326.40 l $490,284.60
Upon execution of the agreement, the implementation should take between six to nine months. In
addition, the Fire Department's agreement under the Omnia Cooperative Agreement 18220 will be
canceled so that the consolidation of UKG's Telestaff Enterprise can be consolidated under DIR-TSO-
4315.
Cooperative Agreement DIR-TSO-4315
Request for Offer (RFO) DIR-TSO-TMP-416 was issued on 02/26/2018 for Software Products,
Software as a Service, and Enterprise Resource Planning Software Modules Products and Services
and responses were opened on 04/09/2018. ImmixTechnology was awarded a contract under DIR-
TSO-4315
RENEWAL OPTIONS -The Agreement may be renewed for two one-year renewal options in
accordance with DIR-TSO-4315. The renewals do not require specific City Council approval as long as
sufficient funds have been appropriated.
COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a
Cooperative Purchasing Agreement satisfies any state law requiring that the local government seek
competitive bids for the purchase of the item. The contract was competitively bid to increase and
simplify the purchasing power of government entities across the State of Texas.
BUSINESS EQUITY-An M/WBE goal is not assigned when purchasing from an approved purchasing
cooperative or public entity.
ADMINISTRATIVE CHANGE ORDER-An administrative change order or increase may be made by
the City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not
require specific City Council approval as long as sufficient funds have been appropriated.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendation, funds will be available in
a project to be determined, to support the contract amendment. Prior to an expenditure, Financial
Management Services Department will ensure that all funds are appropriated correctly.
BQN\\
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Fund Department Account Project Program Activity I Budget Reference# Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID I ID Year (Chartfield 2)
Submitted for City Manager's Office by_ Jay Chapa (5804)
Valerie Washington (6192)
Ori inatin Department Head: Reginald Zeno (8517)
g� g—p
Kevin Gunn (2015)
Additional Information Contact: Cynthia Garcia (8525)
Michelle Green (2058)
ATTACHMENTS
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